The legal operation of vehicles with a maximum authorized mass between 2.5 metric tons and 3.5 metric tons, used in international transport or cabotage, requires compliance with clear rules regarding the digital tachograph and tachograph cards. The internal procedure establishes the responsibilities of drivers, dispatchers, and administrative staff so that the company can demonstrate compliance in the event of an inspection and reduce the risk of penalties.
In short, compliance for 2.5–3.5-ton vehicles involves:
- Every driver operating a vehicle equipped with a tachograph must hold a valid, personal, and non-transferable driver card.
- The company must have at least one company card for pairing the tachograph, downloading data, and protecting information.
- Driver cards and company cards are issued in Romania by the Romanian Road Authority through its regional offices.
- The driver must insert the card into the tachograph at the start of the shift and remove it at the end of the shift.
- It is prohibited to use another person’s card or to drive without a card, except in cases strictly provided for by law.
- The activity modes must be selected correctly: driving, other activities, on-call, or break/rest.
- Manual entries are required for periods of vacation, sick leave, or activities that are not automatically recorded.
- Data from the driver card must be downloaded at least once every 28 days, and data from the vehicle's tachograph unit at least once every 90 days.
- Tachograph data must be archived for at least 12 months—24 months is recommended—in a system that can be quickly accessed in the event of an inspection.
- During an inspection, the driver must be able to present the card, the records for the current day and the previous 56 days, as well as the transport documents.
- The tachograph does not change the license category and does not automatically require a CPC professional certificate for vehicles weighing 3.5 tons.
10. Internal Procedure – Tachograph Cards and the Legal Operation of 2.5–3.5-Ton Vehicles
This chapter serves as an internal operating procedure intended for direct use within the company to ensure legal compliance regarding tachograph cards and the operation of vehicles with a maximum authorized mass of >2.5 t and ≤3.5 t used in international transport or cabotage.
Purpose
Ensuring legal compliance regarding the use of digital tachographs for vehicles in the 2.5–3.5-ton class, in accordance with applicable EU regulations.
Scope
This procedure applies to all drivers, dispatchers, and administrative staff involved in the operation of vehicles in this category.
1. Tachograph cards required by the company
1.1. Driver card – required
Every driver operating a vehicle equipped with a tachograph must hold a valid driver card. The card is personal and non-transferable.
1.2. Company card – required
The company must have at least one company card, which is used to link the tachograph to the company, download data, and protect information.
1.3. Workshop card / inspection card
These cards are not issued by the company. They are used exclusively by authorized service centers and regulatory authorities.
2. Issuance of cards – Romania
2.1. Issuing Authority
Tachograph cards are issued in Romania by the Romanian Road Authority (ARR) through its regional offices.
3. Procedure – Driver’s Card
3.1. Who is applying
The driver's card may be requested by the driver, either directly or through the company, based on a power of attorney.
3.2. Required Documents
The application package typically includes:
- ARR standard application form;
- copy of ID card;
- a copy of a valid driver's license (category B/BE is sufficient);
- standard photograph, in accordance with ARR requirements;
- proof of payment of the fee.
3.3. Validity
The driver's card is valid for 5 years.
3.4. Driver’s Responsibilities
The card must be inserted into the tachograph at the start of the shift and removed at the end of the shift. It is prohibited to use another person’s card or to drive without a card, except in cases strictly permitted by law.
3.5. Loss, theft, or malfunction
The replacement request must be submitted within 7 days. Until the new card is received, the driver may drive for up to 15 calendar days, provided that they print out the records and fill them out by hand.
4. Procedure – Company Card
4.1. Who is applying
The corporate card is requested by the company, through its administrator or an authorized representative.
4.2. Standard Documents
The file typically includes:
- ARR standard application form;
- company identification documents;
- the representative's identification document;
- power of attorney, if applicable;
- proof of payment of the fee.
4.3. Internal Rules of Use
The company card must be kept in the custody of the fleet manager/compliance officer; it must not be left in the vehicle and must be used exclusively for downloading data and pairing the tachograph.
5. Use of the tachograph – minimum requirements for drivers
5.1. Operating Modes
The driver must select the correct operating mode:
- Drive – automatic;
- Other tasks – loading, unloading, paperwork;
- Standby – waiting without activity;
- Break / Rest.
5.2. Manual entries
They are required for periods of vacation, sick leave, or activities that are not automatically recorded.
6. Data Download and Archiving
6.1. Data Download
- driver card: at least once every 28 days;
- Vehicle tachograph unit: at least once every 90 days.
6.2. Archiving
Data must be retained for at least 12 months—24 months is recommended—in a system that allows for quick access for verification purposes.
7. Traffic stops – driver responsibilities
The driver must be able to present the card, the records for the current day and the previous 56 days, as well as the transport documents.
8. Speed limit – clarifications
Vehicles weighing ≤3.5 metric tons are not legally required to have a speed limiter solely because of the tachograph. The tachograph limits driving times, not speed.
9. License and professional certification
9.1. Driver's license
Category B (or BE, as applicable) is sufficient for vehicles weighing ≤3.5 tons.
9.2. Professional Certificate (CPC)
The CPC is not required for drivers of 3.5-ton vehicles simply because the vehicle is equipped with a tachograph.
10. Internal Compliance Checklist
Before you leave:
- Driver card inserted;
- correct operating mode;
- all required documents.
Monthly:
- data download;
- analysis of deviations;
- backup archive.
Quarterly:
Practical conclusion: The tachograph does not change the driver’s license or require a CPC for vehicles up to 3.5 tons, but it radically changes how they are operated. Time becomes the critical resource.
— End of procedure —
Frequently Asked Questions
Founder and CEO of Paneuropa Logistics
I am György Bokor, Founder and CEO of Paneuropa Logistics. I have been active in the logistics industry for more than 20 years, focusing on international transportation, freight forwarding, last-mile deliveries and customs services. I am passionate about developing efficient solutions that connect businesses across Europe.